Job Description

Job Title

Finance, Systems & Process Coordinator

Hours

24 hours per week (flexible: across 5 shorter days or 3 full days)

Location

In-house only (remote working not available)

About Us

We are a bespoke kitchen company delivering high-quality, design-led projects. Our small, dynamic team prides itself on excellent customer service, organised workflows, and a forward-thinking approach to technology.

The

Finance, Systems & Process Coordinator

is a central, multi-faceted role supporting finance, admin, systems, and aftercare/project support. You will help the business run efficiently, explore ways to improve processes, and implement new systems under guidance.

This role is perfect for someone organised, proactive, and tech-savvy who enjoys variety and taking ownership of executional tasks.

The Role

The Coordinator supports the Operations Manager and Aftercare Manager by taking ownership of

executional tasks

across finance, admin, aftercare, and project support.

Important: The Coordinator executes and explores efficiency improvements, while managers retain oversight, make strategic decisions, and approve changes.

Key Responsibilities Finance & Accounts Administration

Process supplier bills, receipts, subscriptions, and credits in Xero and Hubdoc Maintain accurate financial records, bank reconciliations, and supporting documentation Check Statements and plan date bills to ensure smooth payments and healthy cash flow Assist with accounts receivable and respond to supplier queries Organise and manage finance inboxes and Xero/Hubdoc workflows Produce financial reports and provide weekly updates to management, highlighting issues or trends Build and maintain strong professional relationships with suppliers

Operations Manager retains:

approval of payments, cash flow oversight, financial strategy, and decision-making

Admin & Office Coordination

Maintain and organise office systems, including shared inboxes, digital folders, and project files and post. Manage routine emails and internal requests, escalating urgent or complex matters appropriately Ensure documentation, records, and processes are accurate, consistent, and up to date Oversee the Purchase Order system in Xero, including adding order confirmations and managing approvals Answer incoming calls and handle enquiries from suppliers, customers, and leads Assist with ordering and administrative support related to projects and aftercare.

Operations Manager retains:

workflow design, system selection, and approval of major process changes

Aftercare & Project Support

(Under the Aftercare Manager and Operations Manager)

Support the Aftercare Manager with client communications, follow-ups, and scheduling Assist with ongoing client projects through accurate documentation and admin support Maintain up-to-date project information and ensure records are accessible Flag aftercare or project-related issues that require management attention

Aftercare Manager retains:

client decisions, issue resolution, and escalations

Operations Manager retains:

overall project delivery oversight and resource decisions

Systems & Process Improvement

Identify inefficiencies in finance and admin workflows and propose improvements Explore and test improvements using digital tools, AI, or automation solutions Implement changes only after approval from the Operations Manager Document processes clearly and create simple guides or templates for the team

Operations Manager retains:

approval of tools and systems, ROI evaluation, and leadership of major process changes

A Day in the Life

In this role, no two days are exactly the same, but your time will typically be split across:

Finance & accounts:

bills, receipts, reconciliations, reporting, supplier queries, and cash flow support

Admin & coordination:

inboxes, files, POs, ordering, calls, and project admin

Aftercare & projects:

client follow-ups, scheduling, documentation, and keeping project info accurate

Systems improvement:

testing efficiency improvements, streamlining processes, and documenting workflows
You'll work closely with the Operations Manager and Aftercare Manager, executing tasks independently, escalating issues when needed, and continuously improving how the finance and admin operates within the business.

What We're Looking For

Essential

Highly organised and detail-oriented Confident with numbers and basic finance processes Tech-savvy and curious about digital tools/AI to improve workflows Proactive, problem-solving, and able to take ownership of tasks Comfortable managing multiple responsibilities across finance, admin, aftercare, and systems

Desirable

Experience with Xero or similar accounting software Familiarity with Hubdoc or other finance/document automation tools Experience with CRM or project management systems ideally ASANA Experience in small businesses or creative/design-led industries

The Type of Person Who Will Thrive Here

Calm, organised, and reliable Enjoys variety and problem-solving Curious and comfortable with technology Takes ownership and sees tasks through Works independently while escalating issues appropriately

Additional Opportunities

Optional Opportunity: If you have an interest in marketing or social media, there may be opportunities to assist with posting content under the guidance of the Marketing Manager. This is completely optional and secondary to your core responsibilities.

What We Offer

A central, high-impact role in a design-led business Exposure to finance, admin, aftercare, project support, and process improvement Opportunity to explore and implement technology and AI tools under guidance Collaborative team environment Long-term growth and development potential
Job Type: Part-time

Pay: 13.00-16.00 per hour

Expected hours: 24 - 28 per week

Benefits:

Flexitime
Application question(s):

Do you have experience using Xero for processing supplier bills, receipts, or bank reconciliations? Have you used Hubdoc (or a similar document automation tool) for finance/admin workflows? Have you used an office/project management systems before? Have you worked in a small business or creative/design-led environment? Give an example of a workflow, process, or system you improved using technology or automation. What was the challenge, and what was the result? Are you comfortable testing new tools, digital solutions, or AI applications to make finance or admin processes more efficient? Describe a time when you spotted an inefficiency in a process. What did you do about it, and what was the outcome? Give an example of how you keep digital files, inboxes, or documentation organised in your current or previous role. This is a small, collaborative team. How do you handle situations where you need to escalate issues to a manager? Describe a time you took ownership of a task or project without being asked. What did you do and what was the outcome? Which of the following best describes you?
? Calm under pressure and detail-oriented

? Curious about technology and process improvements

? Enjoys variety and problem-solving

? All of the above

This role involves finance, admin, aftercare/project support, and systems improvement. How do you prioritise multiple tasks and deadlines in a busy environment?
Work Location: In person